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Executive Assistant

• Assist clients as directed
• Maintain client relations and refine internal processes that support COYL and clients
• Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks
• Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld
• For real estate/business broker clients: Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing
• Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance
• Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process
• Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies
• Open escrow, manage earnest money deposits, and ensure all escrow documents are complete
• Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop)
• For all clients: Manage the professional and personal needs for various clients
• Track detailed records in timekeeping system
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives
• Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company
• Organize client communications
• Answer phones for clients and relay messages
• Plan client events
• Respond to all requests within a maximum of 4 business hours
• Navigate priorities while multi-tasking
• All other tasks as needed

Executive Assistant, Real Estate Experience